Curriculum Ordering at ACA

2015-2016

OPS ES MANUAL

TABLE OF CONTENTS

General Information

Logging in...... Page 2

OPS Definitions...... Page 2

Order Status Definitions...... Page 2

Communication through OPS...... Page 3

Search Orders...... Page 3

Cancelling an order...... Page 3

Partial Payment through Allotments...... Page 4

Splitting Curriculum with Siblings...... Page 4

Searching Curriculum checked out per student ...... Page 4

Student Allotment and Account Information…..…………..Page5

FAQ’s……………………………………………………...Page7

Curriculum Orders

Library Orders...... Page 8

Rental Process...... Page 9

Instruments...... Page 9

Computer Requests...... Page 9

Microscopes/Sewing Machines/Other...... Page 10

EMR Requests...... Page 11

Searching for Curriculum by title and ISBN#’s ….Page12

VCI Orders

Ordering Process...... Page 13

Yearly Memberships Requests...... Page 13

Off Site Classes or Activity Requests...... Page 14

Process for Online Registration Requests...... Page 14

Tutoring From an ACA Employee...... Page 15

College Course Requests...... Page 16

Computer Software Requests...... Page 17

End of Year Process……………………………………....Page18

GENERAL INFORMATION

Logging into OPS

Option #1 Log into FirstClass

Click on Link in FirstClass (See Jill if you need help with setting up the link)

Option# 2 Go to Alliance Charter Academy Website

Click Staff Tab

Click on OPS Online Purchasing System

OPS Definitions and what they mean at ACA

Library Order

Items are in the OPS Library this will be our curriculum that has been used previously. You can also see inventory availability in this area.

EMR (Educational Material Request)

New curriculum and unique items, theseare items not in the OPS library.

VCI (Vendor Course/Instructor)

Independent Vendor Courses/Classes, Tutor Requests, and Outside Activities

College Course Requests (Community Colleges)

All college courses being requested.

Computer/Software Request’s

New software and unique items, theseare items not in the OPS library.

Order Status Definitions

Pending: Order has been placed by ES

Approved Fully: The item has been approved by Admin and ready to process

Processed: The item has been ordered from the vendor

Cancelled: See internal notes for reason

Disapproved: See internal notes for reason

Received/Received Fully: We have received item(s) from the vendor and delivered to ES.

Invoice Matched: Processed and vendor has been paid

Communication through OPS

All communications regarding orders should happen within the OPS system internal notes. If your students have orders pending, check the OPS system, and do the following steps:

Internal notes:

Clicklink

Use Internal notesfor any information that will help find the item the parent is requesting
Use Internal notes for your information to remember something about the order
Use Internal notes for questions about the order “When will my book be in”

Send alerts:

Click link

ONLY if it has been more than 3 weeksclick link to notify me that the item has not been received
Send an alert to notify me of a due date or action needed

Search Orders

To Search Student Orders:

Click Search
Select Student from Roster
Click to view all orders for the entire year
Click to view orders that have not been received (Remember to ignore bulk orders)
Click to view all non consumable items that student has received and will need to return

To Search Vendors:

(To see all approved vendors select search button)

Canceling an order

Select
Select Student from drop down menu
Select
Select the order you want to cancel
From the drop down menu select “Cancelled”
Click

Partial Paymentthrough allotment

For remaining allotment put amount of allotment being used
Add internal note saying why the partial payment is listed

Splitting curriculum with sibling

Enter in all information regarding the class for each student
Enter half the cost of the activity/item
Add internal note with sibling name and amount charged to sibling’s allotment

Searching Curriculum Checked out per Student

Go to Searches

Select Student’s name

Select :

A list of the student’s inventory that they need to return will be listed on this page.

Tip: These will only be the Non-Consumable Items.

Student Allotmentand Account Information

What are my student’s allotment totals?

Under student roster click search

Select Student
Under account info Select “Get Info”

Student Allotment and Account Information

What does my student need to return?

Under student roster click search

Select Student
Click on student number to select student

4. Select “Student Inventory”

5. A list of all items will come up

6. Print that page

Helpful Reports

1. Student Roster Report: this report will show the total allotments used for all your students at a glance.

2. PO Item Report: Will show what the student has ordered

3. Catalog Item Report: Will show what the student has ordered from our library resources

FAQ: Frequently Asked Questions

Q:How can I find the history of the student’s orders? If I ordered an item in September how can I see that item in February?

A:See Searches under General Information(Page 3)

Q: What does Pending/Ordered/Received/Cancelled mean?

A:See Order Status Definitions (Page 2)

Q:What is the expected turnaround time from when I submit the order, to the time the order is sent to the vendor?

A:The request should go to the vendor within a1-2 week period; and be delivered to the ES in 2-3 weeks. However, thattimecan vary depending on the following criteria:

1)Is all information accurate title, isbn#, vendor selected.

2)Is it a unique item?

3)Seasonal requests may result in delayed delivery both at ACA and the Vendor levels.

***If you have not received an item 3 weeks from the date you ordered please send anand in the OPS system.

Q:Do I need to collect signatures when a parent receives items?

A:The parent can sign the ACA Curriculum Order form that you keep for your records.This is your choice, but it is good to have if the item is lost by the parent.

Q:How do I know if the student has physically received an item?

A:Do a search in the OPS system; look at each order, for the “Received or “Partially Received” status and there will be a note that says if the item was “delivered to ES”.

Q:Do my families need to fill out Curriculum Request forms or will an email order be ok?

A: The forms serve as a written contract for items that have been requested, you will be asked for thesigned form if there are anydiscrepancies on the order.

CURRICULUM ORDERS

Library Orders(Curriculum previously ordered and in OPS library database)

Click on Tab
Select Student from drop down menu
On Library Request lineclick button

Search by one or both of the following:

ByISBN Number

Enteronly 13 DIGIT ISBN number in the ISBN Field

(This is very important as we are not entering any 10 digit ISBN numbers in the system)

ByTitle

Enter title in the Title Field, not in the Quick Search Field (see tips below)

To continue the order

1)Click link (if you can’t add item, it means item is no longer available or “phased out”)

2)Select quantity from drop down menu

To complete the order

Click
Print order or email the order for your family.

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation.

TIPS for Searching in the Library

If you are unable to find the item using the exact title try using more generalized terms within the title such as:

First by full title: Holt Algebra 1. Second by condensed title: Algebra1.Third by Algebra
Ipads drop the ‘s’
Primary Math select (2A)
The Story of the World don’t add volumes ie: Volume 1

TIPSto Get Back to Searching

For a new item: Click
For similar items: Click your browser back tab

Rentals

Instrument Rental:

Click on Tab
Select student from drop down menu
Click on library button
Enter name of instrument in Title Field
Click link
Select Size (if unknown select “Rental Need Sized”)

To continue the order

3)Click link (if you can’t add item, it means item is no longer available or “phased out”)

4)Select quantity from drop down menu

To complete the order

Click
Print order and have parent sign the EMA Request and keep the copy for your records

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation.

ComputerRental:

Click on Tab
Select student from drop down menu
Click on library button
Enter “Laptop” in the Title Field and then click the button
Click the “Add Item” for the “Laptop Yearly Rental”

To continue the order

5)Click link (if you can’t add item, it means item is no longer available or “phased out”)

6)Select quantity (from drop down)

To complete the order

Click
Parent should sign curriculum order request.

Microscopes/Sewing Machines/Other Rental:

Click on Tab
Select student from drop down menu
Click on library button
If the item is in library, enter the specific brand in the Title Field and then click the button
If the item is not in the library, follow the EMR Request process on page……

To continue the order

7)Click link (if you can’t add item, it means item is no longer available or “phased out”)

8)Select quantity (from drop down)

To complete the order

Click

EMR Requests (Educational Material Request)

Use EMR Requests for items not available in OPS Library

Click on Tab
Select student from drop down menu
OnEMR Request Line

Select vendors in the following order:

Rainbow Resource (books, workbooks, sets--it’s like Learning Palace online
Ingram Books (if newer item)
Amazon (if older item) but encourage the use of newer items
Northwest Textbooks (if textbook)
Timberdoodle (fun website/creative ideas)

Enter the number of items in the Number of Items Field
Click on the button
Select the category (subject) in the drop down menu
In the Item Fieldenter the 13 digit ISBN number (ASIN# or an item # isok only if ISBN is not available)
In the Description Field enter the complete title, grade, level of the item
Click check box for consumable
Enter the quantity in the Qty Field
Enter the retail cost in the Cost Field
Click
Click button
Click button

TIP: The more information the quicker the order can be processed

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation.

Searching for Curriculum by titles and/or ISBN #’s

Tip: Vendor Searches

Ingram Book Company

Use this to verify that an item is available through Ingram’s, and for information on curriculum

This is a password for the school to use, please do not change any account information. Do not give out to parents this is for employee access only.

Tip: ISBN#’s Searches

Amazon:

Quick and easy, you can see the items:

Unique database for ISBN#’s

To help find title author or other information

VCI (Vendor) OrdersVendors/Tutors/Activities

Order Process

Click on Tab
Select student from drop down menu
On VCI Request line select vendor from drop down menu

Enter number of items in the Number of Items Field if more than one request from the same vendor

Follow steps below for specific type of request:

Yearly Membership Requests

Enter the category (subject) in the Category Field
Description Field should read: Yearly Membership

Month will be the same ie: September to September
Enter the cost of one year of membership

OMSI Only: Attach OMSI membership formto “Curriculum Order Form” and turn into curriculum room.

Click the button
Click button

ALL Vendor Requests must have a “Vendor Order Contract” filled out, initialed, signed by parent and ES and be turned into curriculum room.

***If the request is for a registration that happens online, see online registration for more details.

***If it is a request that will be paid by check please attach the registration and/or invoice to our “Vendor Order Contract” and TURN into curriculum room.

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation

Offsite Classes or Activity Requests

(Ballet, Village Home, any activity that an invoice would be needed)

On VCI Request line select vendor from drop down menu:

Enter the category (subject) in the Category Field
Description Field should read: name of activity ie: Volleyball Spring Term
Use a separate line for each activity ie: Lego Robotics and then another line for Middle School Science and another line for membership.
Flat Fee Activity: enter beginning month of activity twice ie: October to OctoberCost of activity for flat fee is one amount ie: 250.00
Monthly Charge Activity: select months of participation ie: October through January. Cost of activity for monthly charge ie: 25.00 (it will multiply it by 4 months)thiswould only be used if we will be billed for one month at a time.
Click the button
Click button

ALL Vendor Requests must have a “Vendor Order Contract” filled out, initialed, signed by parent and ES andthen be turned into curriculum room.

***If the request is for a registration that happens online, see online registration (next section) for more details.

***If it is a request that will be paid by check attach the registration and/or invoice to our “Vendor Order Contract” and TURN into curriculum room.

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation

Process for Online Registration Requests

(Community Ed Classes, Sport Registrations, Online Classes, Gym Memberships)

ES enters activity/class in OPS
ES and Parent completes “Vendor Order Contract”
Parent comes to curriculum room during open hours
Parent registers student via the laptop in the curriculum room
Kim processes payment, prints receipt, and updates OPS

ALL Vendor Requests must have a “Vendor Order Contract” filled out, initialed, signed by parent and ES be turned into curriculum room. If the request is for a registration that happens online, see online registration (page) for more details. If it is a request that will be paid by check attach the registration and/or invoice to our “Vendor Order Contract” and TURN into curriculum room.

Tutoring from an ACA employee:

Click on Tab
Select student from drop down menu
On VCI Requests line select the name of the tutor in the Select Vendor drop down menu

Click on the button
Enter the category (subject) in the Category Field
Description Field should read: Algebra ½ hour once a week 25.00 per session
In the Month Field, select the month the tutoring begins for both fields.
Enter the total cost of the tutoring into the cost field.(include PERS calculation)
Click the button
Click button
Complete “Independent Tutor Contract” with tutor and parent and turn into curriculum room.

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation

College Course Requests (Must be entered in OPS two weeks prior to class beginning)

Click on Tab
Select student from drop down menu
On College Course Request Line select vendor from drop down menu
Enter number of items in the Items Field
Click on the button
Enter the category (subject) in the Category Field drop down menu
Enter the course number (HE-121CPR) in the Course#/Item # Field
Enter “CPR Basic Skills” in the Course/Item Description Field
Enter the cost of class (or amountof allotment being used) in the Cost Field
In the “Internal Note” field add the student’s log in information for their online college account
Click the button
Click the button
Click the button

College Course Requestsmust have a “Vendor Order Contract” filled out, initialed, signed by parent, and turned into curriculum room.

Use Blue Links at bottom of page to view, print or email your order, and for ease of navigation.

TIP: Multiple vendors can be processed before button is clicked

Computer/Software Requests(Requestsforcomputers/software not in OPS library)

Click on Tab
Select student from drop down menu
On Computer/ISP/Software Request Line select vendorfrom the drop down menu